Facilities Management Specialist
2 days ago
We are a business-to-business support service for independent mental healthcare practitioners, providing administrative and organizational services to simplify the processes of sourcing leads, marketing, billing, and collecting payments from patients and insurers. Our team has grown to support over 1,500 mental healthcare providers since our inception in 2011.
About the RoleThe Assistant Facilities Manager will collaborate with team members, contractors, vendors, property managers, and the COO to contribute to big-picture projects and goals of the company, as well as manage the upkeep and improvement of facilities. Key responsibilities include project, people, and inventory management, coordination with property management, and growing a team of facilities assistants and coordinators.
Responsibilities- Manage relationships with property managers, serving as the main point of contact for major issues and supporting Office Managers in resolving facility issues.
- Act as the first point of contact for escalated facility issues, including after-hours incidents.
- Uphold cleaning standards and regimens at corporate headquarters with the support of Facilities Assistants.
- Manage a team, providing mentorship, guidance, and support in daily activities, as well as professional development through regular feedback and goal setting.
- Assist the Facilities Manager in lease renewal negotiations between upper management and property ownership.
- Proactively identify facility issues and facilitate improvements and repairs.
- Coordinate and manage vendors for major office improvements and repairs.
- Oversee key inventory and building access for all locations, with the support of Facilities Assistants.
- Work with the Facilities Manager to track and oversee the facility operations budget.
- Manage and coordinate the sourcing, ordering, and delivery of office supplies and capital expenditures for all office locations.
- Manage inventory of office supplies and coordinate with accounting to decommission capital expenditures.
- Track and report expenses of office supplies and capital expenditures, working with Finance to establish annual operating budgets per location.
- Delegate tasks and responsibilities to Office Managers, Facilities Assistants, and other stakeholders as necessary.
- Uphold and enforce policies, procedures, and best practices for facility management with Office Managers, Provider Support Staff, and the Operations Department.
- Lead process improvements around facility inventory, office space management, ordering, and repairs in coordination with the Operations Manager, Regional Manager, and Office Managers.
- Write and distribute documentation for policies and procedures relating to office space and facilities management overall.
- Bachelor's degree and 3-4 years' related experience and/or training, or equivalent combination of education and experience.
- 3-4 years' experience in property management, project management, or construction management.
- Discreet, tactful, emotionally intelligent with highly collaborative interpersonal skills.
- Previously demonstrated ability to communicate effectively with vendors from various industries.
- Strong organizational skills, including scheduling and record-keeping.
- Proven leadership abilities, with prior experience managing teams.
- Monitoring and providing updates on project progress to team members and partners.
- Expert proficiency in Microsoft Office required.
- Experience in Adobe Creative Suite (specifically InDesign and Photoshop), and any CAD software is also preferred.
- Excellent written and verbal skills with razor-sharp accuracy and thoroughness in completing all tasks.
- Ability to work autonomously, with minimal supervision, manage your time responsibly, and be accountable for meeting project deadlines.
- Passionate about design, attention to detail, communication, and client service.
- Personal vehicle is required for travel to and from various office locations; mileage for business use is reimbursable.
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